When you click on the View Record Details icon for a specific record on the Lead Master Search/Criteria Grid page, the Lead Master Detail page opens for that record. The information contained on the Detail page includes many more fields than those displayed on the Search/Criteria Grid page. The fields on the Details page can also be edited.

Note: The only field on the Details page that is required is the 'Lead Name' field. The remaining fields are all optional until the Lead is Converted to a Prospect.

There are many sections on the detail page of the Lead Master. The following list defines every field in each section:

• In the Main Context section, the Company Number and Lead Key display as reference information for the detail record you are viewing.

• In the Header Info section:
  • Lead Name - the Lead Name can be a maximum of 30 alpha numeric characters in length. This field is mandatory.

  • Address 1 - the street and number to a maximum of 30 characters.

  • Address 2 - any additional Address information such as Rural Route or Uniu/Suite number to a maximum of 30 characters.

  • City - the City or town to a maximum of 30 characters.

  • Province/State - enter or select from the lookup the Province or State. The Province/State list is maintained in Maintain Province Codes (CC14). Note: Once the Province or State is entered, the Country field automatically displays the associated Country.

  • Postal/Zip - the Postal Code or Zip Code. For Canadian addresses, the Postal Code field automatically converts to Upper Case. The Postal Code displays exactly as keyed, therefore be sure to enter the Postal Code with a space between the first group of 3 alpha numeric characters and the second group of 3 alpha numeric characters, for example H0H 0H0.

  • Country - the Country automatically displays once the Province or State is selected from the list box. You can edit this field, as required.

• In the Additional Info section:
  • Account Type - this field defaults to 'L-Lead' for all entries in the Lead Master.

  • Lead Status - this field represents the status associated with the Lead. Enter or select from the drop down list a Lead Status. Valid options include:
    • A - Current and Active

    • I - Inactive

    • D - Ready to Delete - flags the Lead for deletion. Leads can be manually flagged for deletion by selecting the 'D' status. Leads can be automatically set for deletion by converting the Lead to a Prospect.

      Any record in the Lead Master table can be deleted (flagged for deletion or not) but we recommend setting the record to Delete or Inactive status if you plan on executing bulk deletions. Bulk deletes can be processed both in the Complete and Quick Entry views. The Status and Convert fields display in both the Search Criteria and Search Results sections of your view. You have two options for a bulk delete:

      • You can set the Lead Status to 'Delete' and/or 'Inactive' to remove all records flagged for deletion on inactivity.

      • You can set the Convert flag to 'Yes' to remove all records that have been converted to a Prospect.

      You can also delete a single record by selecting the Delete option from the 'Use Record as Criteria for Action' icon or you can delete multiple records by selecting some or all of the records retrieved from the Search and then selecting the Delete option from the 'Use Selected Records as Criteria for Action' icon.

      If you attempt to delete a Lead that has NOT been Converted and is related to Activity records, then an error displays below the offending record and you cannot remove the record until the Activity(s) have been deleted. All other information in any of the other related tables remains intact as well. Once the all of the related Activities are deleted, the Lead can be deleted. This simultaneously deletes any related records in the Lead Notes, Lead Area of Interest, Lead Campaign and Lead Trade Show.

      Special Conversion Note: Once you convert a Lead to a Prospect, you cannot update ANY of the fields for the 'Lead' in the Lead Master. If you make changes to a Lead that has been converted to a Prospect, the following message displays: "This Lead has been converted to a Prospect. Cannot update." The record is not updated.

  • Phone Number - the Phone Number appears exactly as entered in the Lead Master. Be sure to include the Area Code, extensions (if required) and dashes.

  • Fax - the Fax number appears exactly as entered in the Lead Master. Be sure to include the Area Code and dashes.

  • Lead Date Opened - the date the Lead was created. This date is also displayed in the Customer Master(SU13) once the lead is converted to a Prospect.

• In the Accounts Receivable section:
  • AR Terms - the standard Invoice (Accounts Receivable) terms. Enter or select from the lookup the standard AR Terms code for the Lead. The Terms codes are defined in Maintain Support Tables (SU09/Terms). The standard Terms code will be assigned to all Orders and Invoices when the Lead is promoted to a Prospect.

  • Bank - the Accounts Receivable Bank code. Enter or select from the lookup the AR Bank code. The Bank codes are defined in Maintain Bank Codes (AR02).
    • The Bank field defaults to the Bank that is assigned to the Domestic Currency Type. The currency for the Bank Code entered in this field must match the currency for the Master Price List. If you enter a Bank Code in this field, you must ensure that the Master Price List selected has the same currency. Once a Bank Code and/or Master Price List is selected, the system performs a verification routine that ensures the currency for these two fields match.

  • Credit Limit - the maximum Credit Limit for the Lead. The maximum allowable Credit Limit is 9999999.

  • Delinq. Days - the Delinquency Days represent the maximum number of days that an Invoice can be overdue before new Orders or released Back Orders are placed On Hold. The maximum number of Delinquency Days is 999. Note: If you have Invoices that are greater than or equal to 999 days delinquent, Orders will still be put on Delinquency Hold.
    • The Invoice Terms are examined to determine the first day of delinquency for an Invoice. For example, an Invoice with Terms=Net 30 days is one day delinquent when the Invoice is 31 days old. If you set the Delinquency Days to 15, you are granting 15 days grace before this account is considered delinquent.

    • Delinq. Days = 0 means that Invoices and new Orders are expected to be paid the same day they are processed.

  • Charge Interest - enter or select from the drop down list an Interest code. The Interest Code defines the type of Interest charge applied to overdue Invoices. The following are valid codes:
    • M - Memo on Statement; Interest is calculated and printed as a memo line on the Statement from Print Statements (AR85). No open item record is generated.
    • N - No Interest; No interest is calculated for this customer.
    • I - Produce Interest Invoice; Interest is calculated, an open item record is generated, the calculated Interest charge is printed on the Statement (AR85) and a supporting Invoice is printed.

    For more information on the calculation of Memo Interest vs Generated Interest Invoices, click here.

  • Vendor Code - enter a Vendor Code applicable to this record.

• In the Order Entry section:
  • PO Required - this field indicates whether or not a Customer Purchase Order (PO) number will be required during Order/Invoice entry in OE30/IN41 and during Enter Cash Counter Invoices (RS41).
    • When Yes is selected, the 'Customer PO' field is mandatory in OE30, IN41, and RS41.

    • When No is selected, the 'Customer PO' field is optional in OE30, IN41 and RS41.

  • Blanket PO Number - the Blanket PO Number is a 'default' or standard Customer PO. When a Blanket PO Number is entered, this number automatically displays in the Customer PO field for every Order and Invoice generated.

  • Backorder Acceptance - this field indicates whether or not Back Orders are accepted by the Customer (i.e. when the Lead becomes a Customer).
    • When Yes is selected, the Customer accepts Back Orders.

    • When No is selected, the Customer does not accept Back Orders. This sets the default for the 'Accept B/O' field in OE30, IN41 and RS41, but you can override the default as required.
      • When an Order is entered that includes Back Orders for a Customer that does not accept Back Orders, the back order quantity is still set in the order detail line. When the Invoice is printed and the program detects that this customer does not accept back orders, "B/O" is printed in the Extension column and the following note prints on the bottom of the Invoice: "***Any back ordered product has been cancelled. Please reorder.***". The back order line is automatically cancelled in Schedule Invoices/Credits (IN43).

  • BO Release Priority - the Back Order Release Priority field determines the priority for releasing Back Orders. Valid priorities are 0 to 9; the higher the priority code, the higher the priority when Back Orders are released by Release Backorders (OE61) for non-Order Management Customers.
    • For Customers running Order Management, releasing Back Orders is incorporated into the Stock Allocation function within Order Management.

    • For Customers with the same priority code, OE61 releases Back Orders in date sequence (oldest Back Orders are filled and released first).

    • Note: B/O Release Priority is available only when 'Stock Control Method' and 'Backorder Control Method' are set to 'Internal' in CC00/Order Entry.

  • Order Type - the Order Type set in the Customer Master determines the default Order Type that displays in OE30, IN41 and RS41. Since the Lead Master information is promoted to the Customer Master (SU13) when the Lead becomes a Prospect (and Customer), you can enter this information prior to the Lead becoming a Prospect/Customer. Enter or select from the drop list an Order Type. Valid values include:
    • R-Regular
    • S-Sample
    • F-FOB

  • Order Confirmation Required - this field determines whether or not an Order confirmation will be required by the Lead when it is promoted to a Customer.
    • When Yes is selected, an Order Confirmation is required by the customer. Clicking on New in OE30 opens the Print Selection screen allowing you to select the Order Confirmation destination.

    • When No is selected, an Order Confirmation is not required.

• In the Taxes section:
  • Tax Group - enter or select from the lookup the Tax Group for this Lead. The Tax Group is used by the tax routine to calculate the appropriate Taxes for the Customer's Order. Tax Groups are maintained in Maintain Tax Groups (IN06 ).
    • The Tax Group assigned to the Customer in SU13 becomes the default Tax Group used on the Sales Order in OE30/IN41/RS41.

    • For an overview of the Tax Set Up, click here.

  • Tax Lic. 1 - the Tax License 1 field is typically used to enter the Customer's Goods & Services Tax (GST) License number. Enter an alpha-numeric value in this field to a maximum of 15 characters. The Tax Lic. 1 prints on Customer Invoices.

  • Tax Lic. 2 - the Tax License 2 field is typically used to enter the customer's Provincial Sales Tax (PST) License Number. Enter an alpha-numeric value in this field to a maximum of 21 characters. The Tax Lic. 2 prints on Customer Invoices.

• In the Statements section:
  • Send Statements - the method by which Statements are sent. Enter or select from the drop list the 'Send Statements' method. Valid options include:
    • F - Fax Statement; this is available when the Fax option within Forms eXpress is available at your site.

    • N - Do Not Send Statement; no statements are printed by AR85.

    • P - Print Statement; statements are printed in AR85.

    • E - E-mail Statement; this option is not used for Leads. Once a Lead is converted to a Prospect, you can select this option in the Customer Master (SU13).

  • E-mail Account's Statements to Contact - this option is not available for Leads. Once a Lead is converted to a Prospect, you can select this option in the Customer Master (SU13).

  • Print Message on Statements - select Yes to have the messages created in Collection/General Messages (AR01) print on the Customer's Statement (AR85). Select No and the message(s) do not print on the statement.

• In the Invoicing section:
  • Send Invoice - identifies the method by which the Invoices are sent. Enter or select from the drop list a Send Invoice option. Valid options include:
    • S - Send Invoice with Goods; Print Invoices/Credit Notes (IN42) prints an "S" following the Invoice number.

    • M - Mail the Invoice Separately; IN42 prints an "M" following the Invoice number.

    • H - Hold the Invoice; IN42 prints an "H" following the Invoice number. An example is an Invoice that is only required internally, such as a Cash Sales Invoice.

    • F - Fax the Invoice; this option is valid when the Fax option of Forms eXpress is available and when Company Control Initialization (CC00/Forms eXpress) is set up with IN42 as a 'Batch Fax Program'. The Invoice is automatically faxed to the Customer when a fax destination is selected on the E-mail/Fax/Printer Selection screen in IN42.

    • E - E-mail the Invoice; this option is not used for Leads. Once a Lead is converted to a Prospect you can select this option in the Customer Master(SU13).

  • E-mail Invoice to Contact - this option is not used for Leads. Once a Lead is converted to a Prospect, you can select this option in the Customer Master (SU13).

  • Invoice To - identifies the address that prints in the 'Sold To' section on the Order Confirmation and Invoice. Enter or select from the lookup the 'Invoice To' code. Valid options include:
    • S - Same as Customer; the Address from the Lead Master (SU13) view. This is the default option.

    • P - Paying Office; the Address for the Paying Office associated with the Customer.

    • R - Receiving Location; the Ship To Address from the Sales Order for the Customer.

      For examples of how the setting of the 'Invoice To' field affects the address printed in the Sold To and Ship To fields on the Shipping Document and Sales Invoice, click here.

      Note: The 'Invoice To' field in OE30, IN41 and RS41 automatically displays the value from SU13. You can change the 'Invoice To' field in OE30/IN41/RS41.

  • Number of Invoices to Print - multiple copies of the Invoice can be printed and mailed or sent with the goods. You can print a maximum of 9 copies. The number entered here applies to all Invoices generated through IN42 for this customer.
    • If the Send Invoice field is set to 'F' (Fax) or 'E' (E-mail), only one copy of the Invoice is sent regardless of the number of copies entered in this field.

  • Freight Terms - enter or select from the drop list the Freight terms for the customer. The Freight Terms print on the Invoice. Valid options are:
    • PR - Prepaid
    • CO - Collect
    • PC - Prepaid & Charge

  • Commission Rate - enter or select from the lookup a Commission Rate Code for the Customer. Commission Rate Codes are defined in Maintain Commission Groups (SA01). This code represents one of the criteria used in Maintain Commission Rates (SA02). For more information on Commission set up, click here.

  • Ship Via - enter or select from the lookup the Ship Via code for the Customer. Ship Via codes are defined in Ship Via Codes (SU09).

    Note: The Ship Via field in OE30/IN41/RS41 automatically displays the value from SU13. You can change the Ship Via option in OE30/IN41/RS41.

  • Print Discount on Invoice - this field determines if the discount will print on the Invoice.
    • When Yes is selected, the Discount prints on the Invoice.
    • When No is selected, the Discount does not print on the Invoice.

      Note: The calculation for the line discount will be different depending the setting of the Print Discount field. For more details on the Print Discount calculation, click here.

• In the Payment Processing section:
  • Payment Method - when you select a Payment Method in this field, the Payment Method for the 'First Payment' field in OE30/Total, IN41/Total and RS41/Total defaults to that selection. If you leave this field blank, there is no default setting in OE30, IN41 or RS41 and the operator is able to select the Payment Method for the 'First Payment' field.

    If you want to set the Payment Method default, enter or select from the lookup a Payment Method. Valid options include:

    • EFT (Electronic Funds Transfer) via a credit card - Payment Methods are set up in Maintain Payment Methods (IN08). When you select an EFT option, the credit card associated with the selection displays in the First Payment field in OE30/Total, IN41/Total and RS41/Total.

    • On Account - when you select an on account option, 'ON ACCT' displays in the First Payment field in OE30/Total, IN41/Total, and RS41/Total.

  • Level 3 Reporting - when you select 'No', Level 3 Reporting is not invoked for the customer. When you select 'Yes', the Level 3 Reporting tracks the customers that have Procurement Cards and receive Level 3 Reporting. You can also use this field to track customers that have expressed an interest in Procurement Cards and Level 3 Reporting.
    • Note: This field does not enable Level 3 Reporting for customers with an automated gateway license.

• The Summary Invoicing module is an optional module in PointForce Enterprise. The following fields are available in the Summary Invoicing section:
  • Summary Invoicing - when 'Yes' is selected, Summary Invoicing is available for the Customer; when 'No' is selected, Summary Invoicing is NOT available.
    • The Summary Invoicing option is available in OE30, IN41 and RS41. For an overview of Summary Invoicing, click here.

    • Note: Summary Invoicing must also be set up in CC00/Summary Invoicing.

  • Summary Invoicing-Avail to Retail Sales - when 'Yes' is selected, the Summary Invoice option is active in RS41 for the Customer. When 'No' is selected, the Summary Invoice option is not active in RS41 for the customer.
    • This field is only available when the 'Available to Retail Sales' in CC00/Summary Invoicing is NOT selected, indicating that Summary Invoicing is not available to Retail Sales (globally). The Lead Master setting provides an override to the global setting established in CC00.

    • When the 'Available to Retail Sales' field in CC00/Summary Invoicing is selected, then Summary Invoicing is already available to Retail Sales (globally). The option to activate Summary Invoicing at the customer level is not required.

  • Summary Invoicing-Print Invoices - when 'Yes' is selected, then Accrual Invoices print for this customer IF the global 'Print Accrual Invoices' flag is set in CC00/Summary Invoicing. When 'No' is selected, then Accrual Invoices do not print for this customer.
    • Note: The Summary Invoicing-Print Invoices field is only available in SU13 when the global 'Print Accrual Invoices' flag in CC00/SI is selected.

    • Note: If the global flag is selected but the Lead Master flag is not selected, then Accrual Invoices will NOT print for this customer. If the global flag is NOT selected, Accrual Invoices will never print.

    • Accrual Invoices for Pre-Bill Sales Offices always print.

• In the General Information section:
  • Customer Type - enter or select from the drop down list a Customer Type code. Valid options are 0 to 9. This field allows you to separate the GL Accounts for up to 9 different types of Customers.
    • The Customer Type is used in combination with the Sales Office and the Product GL Code to determine the specific GL Control Accounts for Sales, Cost of Sales, Inventory and Ticketing Recovery for all Invoices processed through the Invoicing module.

    • In CC00/Invoicing/General Ledger, the GL Control Accounts are defined for each combination of the Sales Office (from the Sales Order), the GL code (for the Product), and the Customer Type code. This is also known as the Inventory Sales GL Table or the GL Relating Table.

    • Note: When a Lead Master record represents a Warehouse or Store Location to process Warehouse transfers, the Customer Type code must be set to '9'.

  • Language - enter or select from the drop down list the Language code for Sales Order/Invoice headings and Product descriptions. Valid options are:
    • E - English
    • F - French

  • Mailing Label - when 'Yes' is selected, Mailing Labels for this customer can be printed via Print Customer Listings (SU15). When 'No' is selected, then Mailing Labels for this customer cannot be printed via SU15.

    The Mailing Labels are based on the following information:

    • In the Header Info section of the SU13/Details page.
      and
      
    • The Attention information from Maintain Customer Attn Master (SU18).

  • Number of Employees - enter the number of people employed by the Customer. You can enter up to a maximum of 99,999 in this field. This information can be exported to Excel and used in comparative reporting, or you can use this information for comparative reporting with Crystal Reports. (If you want to export the information in this field to Excel, you will have to personalize the Search Results page to display this field. For more information on personalizing, click here ).

  • Order Stream Client - when 'Yes' is selected, this Customer is included in the Inventory update created from Build Customer/Inventory Export Files (ES50). This option is only available to Customers with Order Stream installed.

• In the Sales Grouping section:
  • Class of Trade - enter or select from the lookup the Class of Trade (COT) appropriate for the Customer. COT codes are defined in the Class of Trade (SU09) view. The COT code categorizes Customers into different market types, for example Wholesale, Manufacturing, major Department Store chains, and Independent Retailers.

    The following COT codes have special features within Enterprise:

    • CSH - when assigned to the Customer, the COT is associated to the Cash Sale account and is used in processing transactions via RS41. This class of trade will disallow a 'charge' payment type in RS41, thereby forcing payment types of 'cash', 'check' or 'credit card'. No Invoice is posted to the AR sub-ledger for 'CSH' transactions.

    • STO - when assigned to the Customer, the COT defines individual locations (Store or Warehouse) and is used to facilitate stock transfers via the Direct Inventory Transfer method in OE30.

    • WHS - when assigned to the Customer, the COT defines individual locations (Store or Warehouse) and is used to facilitate stock transfers via the In-Transit Inventory Transfer method in OE30.

  • Territory - enter or select from the lookup a Territory code for this Customer. Territory codes are defined in Territories (SU09). Territory codes are used to categorize Customers into various Sales territories for reporting purposes.

  • Sales Group - enter or select from the lookup a Sales Group code for the Customer. Sales Group codes are defined in Sales Groups (SU09). Sales group codes are used to categorize customers into various market groups, such as Eastern States, Central States, etc. for Sales analysis.

  • Sales Rep-SU - enter or select from the lookup the Sales Rep code associated with this Customer. Sales Rep codes are defined in Sales Reps (SU09) . The Sales Rep code is used by OE30, IN41 and RS41 to calculate commissions and to capture commission statistics for reporting purposes.

  • Sales Office - enter or select from the lookup the Sales Office code for this Customer. Sales Office codes are defined in Maintain Sales Office/Warehouse Numbers (CC96).
    • A Sales Office/Lead Master cross-reference is maintained within PointForce Enterprise (iTopia). This cross-reference enables Customer Sales reports to be printed in Sales Office/Customer sequence. Customers from All or only specific Sales Offices may be selected for reporting.

    • The Sales Office is used in combination with the Customer Type code and the Product GL Code to determine the specific GL Control Accounts for Sales and Cost of Sales for all Invoices processed through the Invoicing module. Note: The Invoice's Warehouse assignment is used to determine the Inventory and Ticketing Recovery GL Accounts.

    • In CC00/Invoicing/General Ledger the GL Control Accounts are defined for each combination of the Sales Office (from the Sales Order), the GL code (for the Product), and the Customer Type code. This is also known as the Inventory Sales GL Table or the GL Relating Table. For more information on Invoicing and the GL Interface, click here.

• In the EDI Info section:
  • EDI Qualifier - this field is for display purposes only.

  • EDI ID Description - this field is for display purposes only.

  • Store Code - enter the store number of the Customer, if applicable, up to a maximum of 8 characters. The store number prints on Sales Orders and Invoices.
    • If the Store number is variable, enter Y in this field to indicate that OE30, IN41 and RS41 are to stop for entry in the Store field.

    • If this Customer does not use Store numbers, enter N in this field. The default is N.

  • Department Code - enter the Department number for the Customer, if applicable, up to a maximum of 8 characters. The department number prints on Sales Orders and Invoices.
    • If the Department number is variable, enter Y in this field to indicate that OE30, IN41 and RS41 are to stop for entry in the Department field.

    • If this Customer does not use Department numbers, enter N in this field. The default is N.

• In the Internet & Intranet Addresses section:
  • Web Address - enter the Internet Address web page from an external web server for this customer. Click on to open the web browser and view the page.
    • If you are specifying an external web server page then you can omit the leading "http://" and select 'Yes' in the HTTP Flag field.

  • UNC to Client Document Folder - enter the path to a customer related directory where files pertaining to this customer may exist on your network. Note: A UNC Path is constructed from the name of the server, the name of the share on that server and is followed by any additional subdirectories within the share. For example, \\Server\Share\SubDirectory1\SubDirectory2. Once the record is saved, a folder icon displays to the right of this field. When you click on this icon, the associated directory opens. The path provided in a UNC type field is not validated by iTopia.

  • Intranet - enter a contact related web page from an internal web server (Intranet) or from a web page stored on your regular server. Click on to open the web browser and view the page.
    • If you are specifying an internal web server page then you can omit the leading "http://" and select 'Yes' in the HTTP Flag field.

  • HTTP Flag - select 'Yes' to automatically include "http://" in front of the Internet or Intranet field contents.

• The Order Management Controls section is only available when Order Management is activated in CC00/Order Entry/Order Management. If Order Management is not activated, these fields are gray and cannot be accessed.

  The fields under the Order Management Controls (except Zone) are used to define the priority assigned to the current Customer's Sales Order. For details on how Order Priority is determined, click here.

  The following fields are available in the Order Management Controls section:

  • Stock Allocation Priority - from the drop down list, select a Stock Allocation Priority. Valid options include:
    • High
    • Medium
    • Low

  • Apply Credit Weighting - when 'Yes' is selected, a Credit Limit check is invoked for this customer. If the customer is over their Credit Limit, the appropriate weighting from CC00/Order Entry/Order Management/Priority Weightings is applied. When 'No' is selected, the Credit Limit check is not invoked.

  • Apply Delinquency Weighting - when 'Yes' is selected, a delinquency check is invoked. If the Customer's account is delinquent, the appropriate weighting from CC00/Order Entry/Order Management/Priority Weightings is applied. When 'No' is selected, the delinquency check is not invoked.

  • Zone - enter or select from the lookup the Zone that represents the location of the customer. Zones are defined in Zones (SU09). This is a mandatory field.

  Here are some general rules that apply to the Order Management Control fields:

  • If you change the Zone, the following message displays: "The Zone has changed for this Customer. Would you like all Unscheduled Orders for this Customer to be automatically updated with the new Zone? Y/N".

  • If the Customer is a Paying Office and changes are made to the Order Management Controls for the Paying Office (with the exception of Zone), a warning message displays when you click Save or Submit to update the customer record.

  • If the Customer has a different Paying Office and changes are made to the Order Management Controls (with the exception of Zone), a warning message displays.

• In the Pricing section:

  Note: If you are set up for Hierarchy Price Controls in CC00/Support, and you want to add Price Lists (Contract or Specials) and/or select the 'Continue Price Check' flag, please click on Continue or select the Customer Price List (SU13) related resource on this page. The Customer Price List view will open, allowing you to enter Price Lists and set the Continue Price Check flag.

  • Master Price List - enter or select from the lookup the Master Price List for the Lead. The Master Price List defaults to the Default Price List set in CC00/Inventory Control. The currency for the Master Price List entered in this field must match the currency for the Bank. If you enter a Master Price List, you must ensure that the Bank Code entered has the same currency. Once a Master Price List and/or Bank Code is selected, the system performs a verification routine that ensures the currency for these two fields match.
    • Price Lists are defined in Maintain Price Lists (IM18).

  • Pricing Level Type - enter a Pricing Level Type from the drop list. This field and the 'Pricing Level' field (the following field) are used by the pricing routine.
    • The pricing routine uses the Pricing Level Type in conjunction with the Pricing Level (Quantity Break Level) entered to determine the base price that is then compared to other possible prices (Specials, Flyers, etc.) in order to calculate the best price for the Sales Order.

    Note: The Pricing Level Type is applied to the Master Price List entered for the customer.

    The following list defines the valid Pricing Level Type options; you will notice that within each Pricing Level Type, reference is made to the Pricing Level field:

    • + Min Level - the Customer receives the Quantity Break Level price indicated and all levels above. For example, you enter a Minimum Level of 2. The Customer orders a Product that has 3 Quantity Break Levels. Level 1 starts at a quantity of 1 for $17.01, Level 2 starts at a quantity of 12 for $15.00, and Level 3 starts at a quantity of 144 for $14.00. When this Customer orders a quantity between 1 and 143, the Quantity Break Level 2 price is automatically selected. When an order of 144 or greater is entered, the Quantity Break Level 3 price is used. This Customer never receives the Quantity Break Level 1 price.

    • - Max Level - the Customer receives the Quantity Break Level price indicated and all levels below. For example, you enter a Maximum Level of 2. The customer orders a Product that has 3 Quantity Break Levels. Level 1 starts at a quantity of 1 for $17.01, Level 2 starts at a quantity of 12 for $15.00, and Level 3 starts at a quantity of 144 for $14.00. When this Customer orders a quantity of 12 or greater, the Quantity Break Level 2 price is automatically selected. When an order of 1 to 11 is entered, the Quantity Break Level 1 price is used. This Customer never receives the Quantity Break Level 3 price.

    • # Only Level - the Customer ALWAYS receives the price associated with the Quantity Break Level entered, regardless of the quantity ordered. For example, you enter an Only Level of 2. The customer orders a Product that has 3 Quantity Break Levels. Level 1 starts at a quantity of 1 for $17.01, Level 2 starts at a quantity of 12 for $15.00, and Level 3 starts at a quantity of 144 for $14.00. When this Customer orders any quantity, the Quantity Break Level 2 price is automatically selected. This Customer never receives the Quantity Break Level 1 or 3 price.

    Note: For more information on Price List Rules as they relate to Pricing Levels, see point #9 in IM18 Product & Price List Rules.

  • Pricing Level - the Pricing Level field refers to the Quantity Break Level. Enter a value between 1 and 7 in this field. The pricing routine uses the Quantity Break Level in conjunction with the Pricing Level entered to determine the base price that is then compared to other possible prices (Specials, Flyers, etc.) in order to calculate the best price for the Sales Order.

  • Flyers Eligible - when 'Yes' is selected, the customer is eligible to receive Flyer prices. Flyers are set up in IM8. When 'No' is selected, the customer is not eligible to receive Flyer pricing.

  • Common Quote Eligible - when 'Yes' is selected, the customer is eligible for Common Quotes. Common Quotes are set up in IM18. When 'No' is selected, the customer is not eligible to receive Common Quote pricing.

• In the Best Price Controls-Contracts and Best Price Controls-Specials sections are only available when you are set up for Best Price Controls in CC00/Support. If you are set up for Hierarchy Price Controls in CC00/Support, these sections are not available i.e. these sections are hidden from your view.

  iTopia applies 'best price' logic to price Orders. A search through the Pricing module is performed to find the best price available for this Customer. The Best Price Control sections list the the type of prices checked during the best price search.

  How does Best Price Control work? Here are two examples that illustrate Best Price Control:

  • When Best Price Contracts are in effect, and Customer ABC has a Contract to buy Product 1001 for $5.50/ea as defined in IM18, the system can search through Common Quote pricing, Special pricing, Flyer pricing and Quantity Break Level pricing to find a better price, if all of the selections in the Best Price Controls-Contracts section are set to 'Yes'.

  • When Best Price Specials are in effect, and Customer ABC has a special quoted price to buy Product 2001 for $4.25/ea as defined in IM18, the system can search through Common Quote pricing, Special pricing, Flyer pricing and Quantity Break Level pricing to find a better price, if of the seletions in the Best Price Controls-Specials section are set to 'Yes'.

  The following fields are available in the Best Price Controls-Contracts section and when set to 'Yes', are included in the best price search:

  • Check Contract Price-Contracts - if the Customer has a Contract price for the current Product on the Sales Order, the system searches to see whether a better price exists for the Product on another Contract.

  • Check Special Price-Contracts - if the Customer has a Contract price for the current Product on the Sales Order, the system searches to see whether a better price exists for the Product on a Special price list.

  • Check Common Quote Price-Contracts - if the Customer has a Contract price for the current Product on the Sales Order, the system searches to see whether the Common Quote price for the Product is a better price.

  • Check Flyer Price- Contracts - if the Customer has a Contract price for the current Product on the Sales Order, the system searches to see whether the Flyer price for the Product is a better price.

  • Check Master QB Price-Contracts - if the Customer has a Contract price for the current Product on the Sales Order, the system searches to see if there is a better Quantity Break Level price (from the Master Price List) for the Product.

  The following fields are available in the Best Price Controls-Specials section and when set to 'Yes', are included in the best price search:

  • Check Contract Price-Specials - if the Customer has a Special price for the current Product on the Sales Order, the system searches to see whether a better Contract price exist for the Product.

  • Check Special Price-Specials - if the Customer has a Special price for the current Product on the Sales Order, the system searches to see whether a better price exists for the Product on another Special price list.

  • Check Common Quote Price-Specials - if the Customer has a Special price for the current Product on the Sales Order, the system searches to see whether the Common Quote price for the Product is a better price.

  • Check Flyer Price-Specials - if the Customer has a Special price for the current Product on the Sales Order, the system searches to see if there is a better Flyer price for the Product.

  • Check Master QB Price-Specials - if the Customer has a Special price for the current Product on the Sales Order, the system searches to see if there is a better Quantity Break Level price (from the Master Price List) for the Product.

• The following fields are available in the CRM section:
  • Account Manager - enter or select from the lookup a CRM Account Manager for this Lead.
    • The Account Manager information is maintained in the CRM Account Manager table, in the CRM module.

  • CRM Teams - enter or select from the lookup a CRM Team for this Lead. CRM Teams can be based on regional divisions or territories as an example.
    • The CRM Teams information is maintained in the CRM Teams table, in the CRM module.

  • Projected Close Date - enter or select from the calendar the date on which the Lead is anticipated to close.

  • Close Date Fiscal Year - this field is automatically populated when the Projected Close Date is entered. Note: If the date entered is outside of the date range in Maintain Fiscal Dates (CC90), then this field will remain blank.
    • You can use the information from this field and the 'Close Date Fiscal Period' to forecast the potential sales for each fiscal year/month.

  • Close Date Fiscal Period - this field is automatically populated when the Projected Close Date is entered. Note: If the date entered is outside of the date range in CC90, then this field will remain blank.
    • You can use the information from this field and the 'Close Date Fiscal Year' to forecast the potential sales for each fiscal year/month.

  • Probability % - Account - using the drop down list, enter the percentage likelihood that this Lead will become a Customer with an active account. Valid values include:
    • 0%
    • 10%
    • 25%
    • 50%
    • 75%
    • 90%
    • 100%

  • Potential Sales $ - enter the potential dollar value associated with the initial sale that converts the Lead to a Customer.
    • You can enter a maximum of 999,999,999.00.

    Note: The Potential Sales $ along with the 'Projected Close Date' and 'Probability %-Account' fields are used to produce Account Pipeline statistics views that can be found under the Customer Relationship Management/CRM Report Views/Accounts Pipeline folder.

  • Initial Campaign - enter or select from the query the initial campaign that brought the Lead to your company.
    • The Campaign codes are maintained in the CRM Campaign table, in the CRM module.

  • Sales Source - enter or select from the lookup the sales source, for example a trade show, campaign, employee, website, etc. that was the source for the initial sale that converted the Lead to a Customer.
    • The Sales Source codes are maintained in the CRM Sales Source table, in the CRM module.

  • Sales Stage - enter or select from the lookup the Stage within the sales cycle the Lead is in. For example the Lead may be a 'New' lead, a 'Converted' lead (to a prospect) or 'Assigned' to a customer service rep.
    • Sales Stage codes are maintained in the CRM Sales Stage table, in the CRM module.

  • Sales Status - enter or select from the lookup the Status in the sales cycle that the Lead is in. For example, the Sales Status for a Lead may be 'In Process', or a 'New Sales Deal', or a 'Closed Deal'.
    • Sales Status codes are maintained in the CRM Sales Status table, in the CRM module.

  • Initial Trade Show - enter or select from the lookup the initial Trade Show Code from which the the Lead came.
    • Initial Trade Show codes are maintained in the CRM Trade Show table in the CRM module.

  • Contact Method Preferred - enter or select from the lookup the method by which the Lead prefers to be contacted. For example, the Lead may prefer to be contacted by e-mail or telephone.
    • Contact Method Preferred codes are maintained in the CRM Contact Method table, in the CRM module.

  • NAICS Code - enter or select from the lookup an appropriate NAICS code for this Customer. NAICS is the North American Industry Classification System.
    • NAICS is used by business and government to classify and measure economic activity in Canada, Mexico and the United States.

    • The NAICS numbering system is a 6-digit code that is maintained in the CRM NAICS Code table, in the CRM module.

  • SICS - enter or select from the lookup an appropraite SIC code for the Customer. SIC is the Standard Industrial Classification code or system which is used by the US government for classifying industries with a 4-digit code.
    • SIC was replaced by the NAICS system in 1997, but some US government agencies still use SIC codes.

    • The SIC codes are maintained in the CRM SIC Code table, in the CRM module.

• In the System section, the fields are available for information purposes only and cannot be edit:
  • Creator - displays the user id of the user logged into the system when the Lead Master record was created.

  • Time Created - displays the date and time at which the Lead Master record was created.

  • Modifier - displays the user id of the user logged into the system when this Lead Master record was last updated.

  • Last Change - displays the date and time at which the Lead Master record was last updated.

• The Customer Conversion section is used to promote the Lead to a Prospect. The following fields are required to convert a Lead to a Prospect:
  • Customer Code - enter a new Customer Code. The maximum length for the Customer Code is defined in Maintain Company (CC95) in the 'Customer Code Length' field. Each Customer must be assigned a unique Customer code.
    • If you have the 'WMS Version' field set to Tecsys WMS in Company Control Initialization (CC00/Warehouse Management Interface), you cannot use the following characters in the Customer field: { . , / ( ) * + & ^ < >. A warning message displays if any of these characters are entered and you cannot update the record.

  • Convert - select 'Yes' to convert the Lead to a Prospect. This field defaults to 'No'.

  When you click Save or Submit, the system performs a check for the following qualifications before the conversion takes place:

  1. The Customer Code field is populated.

  2. The Customer Code does not exist in the Customer Master (SUCU) file.

  3. The Convert radio button is set to 'Yes'.

  4. All of the mandatory Customer/Prospect fields are populated. The following fields are required to convert a Lead to a Prospect:
     • AR Terms
     • Tax Group
     • Ship Via
     • Class of Trade
     • Territory
     • Sales Group
     • Sales Rep-SU
     • Sales Office

     Note: The Paying Office, Commission Rate, Bank and Master Price List are also mandatory fields when converting a Lead to a Prospect, but these fields are populated with default information.

  Warning: Once you set the Convert radio button to 'Yes', the Lead Status automatically updates to 'D – Ready to Delete'. This occurs prior to updating the record. If you change your mind about converting the current record and set the Convert radio button to 'No', you must manually change the Status field and then update the record.

  Special Note: If you enter a Customer Code and do not select 'Yes' to Convert the record, the record updates and the Customer Code entered remains in the Customer Code field. The system checks do not take place until the Convert field is set to 'Yes' and the record is saved.

  Once a Lead is converted to a Prospect:

  • The fields in the Customer Conversions section as well as the Status field become inaccessible. In addition, you can no longer update any of the other fields in the Lead Master using Save or Submit.

  • If you modify any of the open fields and select either Submit or Save to update the record, the following message displays: "This Lead has been converted to a Prospect. Cannot update" and the record is not updated.

  • The Lead is now accessible the in the Customer Master (SU13) view with an Account Type set to Prospect.

  • All of the entries in the related tables (Lead Activity, Lead Area of Interest, Lead Campaign, Lead Notes and Lead Trade Show) are removed for the converted Lead and are automatically converted to the respective views in Customers/Prospects (Account Activity, Account Areas of Interest, Account Campaign, Account Notes and Account Trade Show).

Note: If you do not want to maintain the converted Lead record, you must delete it manually. You can no longer process entries against the converted Lead record in the Lead Activity, Lead Area of Interest, Lead Campaign, Lead Notes and Lead Trade Show views.

The Related section at the bottom of the page contains links to related resources for the current record. The following links are available:

• Lead Notes
• Lead Activity
• Lead Area of Interest
• Lead Campaign
• Lead Trade Show
• Lead Master-Quick Entry
• Lead Activity Notes

For information on the functionality of each button on the Lead Master-Complete Entry Details page, click here.